HomeMy WebLinkAboutAgenda - 11-13-2007-2ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 13, 2007
Action Agend~l
Item No. ~____
Sl1RJFCT~ RPView of Personnel Ordinance
DEPARTMENT: Personnel PUBLIC HEARING: (YIN) No
ATTACHMENTS:
1. Proposed Article I, Orange
County Personnel Ordinance
2. Proposed Rules and Regulations:
Workers Compensation
3. Proposed Ordinance Change and
Rules and Regulations: Overtime
Compensation
4. Proposed Timetable for
Personnel Ordinance Review
INFORMATION CONTACT:
Annette Moore, Policy and
Compliance Officer
(919) 245-2317
Michael McGinnis, Human
Resources Director
(919) 245-2552
PURPOSE: To provide Staff with direction on a proposal to review and update the Orange
County Personnel Ordinance and a review a timetable to complete the project.
BACKGROUND: In 1976, the Board of Commissioners adopted the Personnel Policy. The
Board revised its original Personnel Policy into a Personnel Ordinance and adopted it in 1985.
In the twenty-seven year period since the adoption of the Personnel Ordinance, it has been
amended approximately 37 times not including amendments to the Pay or Classification Plan
Sections of the Ordinance. While there have been amendments to the Ordinance, the County
has not undertaken a comprehensive review of the entire document. Since its adoption, laws
affecting the rights of employees and the responsibility of employers have changed significantly.
The County has kept up by amending the Ordinance as some of these laws became effective.
However, the County has not reviewed the Ordinance in its entirety looking at these new laws
and in some cases has not incorporated the language of these laws into the Ordinance. Staff is
requesting that the Board consider reviewing the County's Personnel Ordinance in its entirety.
A review of the Ordinance would enable the Board to update the current ordinance to include
the changes in state and federal law, adopt best practices, modernize the terminology, remove
items that are no longer relevant and create a separate manual of Rules and Regulation. Some
examples are:
• Update changes in state and federal law -Include language in the Ordinance
consistent with the Family and Medical Leave Act of 1993 and the American with
Disabilities Act;
2
• Adopt best practices for specified benefits - Develop a bank for shared leave
where employees could deposit leave into the bank not only for their benefit but
also for the benefit of others. This would allow recipients of the shared leave
donation to receive the leave that they require while retaining their privacy.
• Modernize the terminology -Change the name of the Personnel Department to
the Human Resource Department and Department Heads to Department
Directors;
• Remove items that are no longer relevant -Take out of the Ordinance references
to the Employee Interest Card in Article I and Position Interest Cards in Article II.
These items are no longer used -the job line and Internet are now used to keep
potential applicants aware of vacancies.
• Create a Rules and Regulations Manual -Provide for a rules and regulation
manual developed and maintained by the County Manager that would instruct
department heads, supervisors, and employees on "how to" carry out the
instructive language in the Ordinance. This manual, and any future revisions to
the manual would be reviewed with the Board. The manual would also enable the
Board to keep the language in the Ordinance specific enough to give direction but
general enough so that the Ordinance would not become outdated with minor
changes to state and, federal law. In other words, the Ordinance would contain
language on what the Manager, Department Directors and others were required to
do as it relates to personnel and the manual would direct them as to "how" to carry
out those requirements.
Personnel Ordinance History Highlights
3/3/58 The BOCC authorized staff to keep personnel records on all employees.
2/2/59 The BOCC granted an employee an extended leave of absence.
3/2170 The BOCC granted an employee permission to attend training.
7/20/70 The BOCC votes to provide hospital insurance to employees.
1/5/76 The BOCC votes to ask the Office of State Personnel to assist with
preparation of a new Personnel Ordinance.
6/6/76 The BOCC adopts the Personnel Policy, not Personnel Ordinance,
effective J my 1, 1976.
2/2/81 The Board adopts the Equal Employment Opportunity Policy as part of the
Personnel Ordinance.
8/5/85 The BOCC adopts the proposed Personnel Ordinance, effective July 1,
1985. The Boards specifically discusses the delegation of authority to the
County Manager provided by G.S. 158A-82 and asks that it be incorporated
into the Article 1, Section 7.0 of the Personnel Ordinance.
9/5/89 The BOCC amends the Personnel Ordinance to include a Drug Free
Workplace Policy.
3/5/90 The BOCC amended the Personnel Ordinance changes to Articles I, II, III,
IV and VII to reflect the County's sensitivity to work and family issues "that
face employees.
8/6/90 The BOCC amended the Personnel Ordinance adopted a more
comprehensive sexual harassment policy, which initially was introduced as
a part of the EEO program.
9/17/91 The BOCC amended the Personnel Ordinance to add Equal Employment
Opportunity/Affirmative Action Policy Revisions adding sexual orientation,
political affiliation, and Vietnam or disabled veterans status.
11/3/99 The BOCC amended the Personnel Ordinance to add aMulti-Lingual
Recruitment and Hiring Policy.
2/5/02 The Board amended the Personnel Ordinance to remove the Retirement
Sick Leave Cap.
10/5/04 The BOCC amended the Personnel Ordinance to add Domestic Partner
Benefits.
Attachments
To illustrate the changes that could be made, staff has attached the following documents for
your review:
• Attachment 1 - Article I of the Orange County Personnel. Ordinance, contains three
columns: the first column contains the exact replica of the current Article I of the
Personnel Ordinance, the second column contains the proposed changes to Article I of
the Personnel Ordinance and the third column contains proposed Rules and Regulations
for Article I.
• Attachment 2 -This document is a sample of the Proposed Rules. and Regulations. It
contains the newly revised Worker's Compensation Section of the Personnel Ordinance
along with the proposed Rules and Regulations.
• Attachment 3 -This is a sample of the Proposed Rules and Regulations and contains a
proposed revision to Article III, Section 3.0, the Overtime Compensation section of the
Ordinance along with proposed Rules and Regulations.
• Attachment 4 -This is a suggested timetable for completing the project.
Recommended Process
Staff recommends the following process for review of the Ordinance:
Each Article of the Personnel Ordinance will be reviewed by the Board according to the
attached timetable at the first four work sessions in 2008: January 29th, February 12th, March 11
and April 8th. Prior to the Boards review of the proposed Ordinance changes, the changes
would be reviewed by the Employee Relations Consortium (where appropriate), the Department
Directors, the County Manager and the County Attorney. After the Board reviewed all the
proposed changes, then entire document would be placed on the Board's agenda for action.
FINANCIAL IMPACT: None at this time.
RECOMMENDATIONS: The Manager recommends that the Board discuss the information
provided and give direction to Staff on how to proceed and, if the Board directs staff to go
forward, then discuss a timeframe to complete the project.
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Manual Issue Date: / / 20
Orange County Personnel Rules and Regulations _ _ _
Worker's Compensation
I. ORDINANCE
In accordance with the provisions of the North Carolina Workers' Compensation Act, Orange
County will provide for employees protected under the Act who by accident suffer personal
injury or occupational disease arising out of and in the course of their employment with the
County. (See NCGS 97-1, et. seq., The North Carolina Workers' Compensation Act) The
County Manager will promulgate rules and regulations consistent with the North Carolina
Worker's Compensation Act necessary to carry out the provisions of this Article. See Orange
County Personnel Ordinance, Article IV, Section 1.0, adopted June 26, 2007.
II. AUTHORITY
The purpose of this rule is to implement and give effect to Article IV, Section 1.0 of the Orange
County Personnel Ordinance, Workers' Compensation. (See also NCGS 97-1, et seq. and 04
NCAC 10 et seq.) These Administrative Rules and Procedures provide for consistent application
of the Ordinance to ensure that Orange County employees who receive a compensabie injury
under the Workers' Compensation Act while on the job are provided a swift and certain remedy
for their injury and to ensure limited and determinate liability for the County.
III. RULE
'The Orange County Workers' Compensation section of the Personnel Ordinance provides
employees, who are injured on the job as a result of compensable accident under the Workers'
Compensation Act, medical benefits, disability compensation, and leave for employees who lose
time from work as a result of their injury. When an employee receives a compensable injury, as
defined in G.S. 97-2(6), the employee must go on workers' compensation leave and receive
workers' compensation weekly benefits after the waiting period, required by G.S. 97-28, in
accordance with these Administrative Rules and Regulations.
IV. ADMINISTRATIVE RULES AND REGULATIONS
A. Compensation Administration
Covered Employees -All Orange County employees, as defined in G.S.
97-2(2), engaged in employment with the County are covered under the
North Carolina Workers' Compensation Act and these Administrative
Rules and Procedures. This includes all permanent, provisional,
temporary, time-limited, and part-time employees, officers and elected
officials.
2. Benefits -Any employee who suffers an accidental injury or an
occupational disease, within the meaning of the Workers' Gompensation
Act, arising out of or during the course of their employment is entitled to
Draft September 4, 200 Page 1
Oran a Coun Personnel Rules and Regulations Manual Issue Date: / / 20_ a'~
g t3' - -
receive benefits as provided by the Act, and in accordance with these
rules.
a. An employee is entitled to medical benefits and compensation for
time lost from work and any disability that results from the injury.
b. Time missed from work will be paid in accordance with the
provisions of the Workers' Compensation Act. Currently, the
weekly compensation to be paid is equal to 66 2/3 of the
employee's average weekly earnings up to a maximum established
by the North Carolina Industrial Commission each year.
3. Employee's Responsibility -Responsibility for claiming compensation is
on the injured employee.
a. An employee must provide notification of an accident to their
Department Director, their Department Director's designee,
supervisor and the Human Resource Department immediately, or
as soon as practicable thereafter, but no later than 30 days after the
occurrence of the accident or death; and
b. File a claim through the North Carolina Industrial Commission
within two years from the date of injury or knowledge thereof.
4. Department's Responsibility -The department is responsible for:
a. Effectively communicating the Workers' Compensation policy and
these rules and procedures to their employees; and
b. Filing an accident report in the Human Resource Department
within 24 hours of the time of the accident (Workers'
Compensation Form 19, Employers Report of Injury to an
Employee, See
http•//www comp state nc.us/ncic/pages/forml9.pdfJ;
5. Human Resource Department Responsibility -The County through the
Human Resource Department is responsible for administering the
workers' compensation program. The Human Resource Department is
responsible for:
a. Designating a Workers Compensation Administrator to be
responsible for ensuring processing and monitoring of claims; and
b. Reporting an injury to the North Carolina Industrial Commission
within five days from knowledge of any claim that results in more
than cone-day absence from work or if medical expenses exceed
the reportable amount established by the Industrial Commission.
Draft September 4, 200 Page 2
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Orange County Personnel Rules and Regulations Manual Issue Date: / / 20_
6. Return to Work -
a. An employee, who has been released by the treating physician to
return to work after experiencing awork-related injury or illness,
has three possible return to work situations. The Human Resource
Department shall develop a structured Return to Work Program to
address each of these situations.
i. The Employee has Reached Maximum Improvement and is
Released to Return to Work - When a employee has
reached maximum improvement and has been released to
return to work by their treating physician, the department
shall return the employee to the same position or one of
like seniority, status and pay as that held prior to workers'
compensation leave.
ii. Has Not Reached Maximum Medical Improvement but is
Ready to Return to Limited Duty - When an employee has
not reached maximum medical improvement and is ready
to return to limited work duty with approval of the treating
physician, but retains some disability which prevents
successful performance in the original position, the
department shall provide work reassignment suitable to the
employee's capacity which is both meaningful and
productive, and advantageous to the employee and the
department. This work assignment shall:
1. Be a temporary assignment; and
2. Not exceed 90 days without approval from the
Human Resource Department.
iii. Has reached Maximum Medical Improvement but has a
Disability - When an employee has reached maximum
medical improvement and has been released to return to
work by the treating physician, but has received a disability
which prohibits employment in the previous position, the
department shall:
1. Attempt to place the employee in another position
(with an appointment similar to that held prior to
the injury) that is suitable to the employee's
capacity and is meaningful, productive and
advantageous to both the employee and the County.
Draft September 4, 200 Page 3
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Orange County Personnel Rules and Regulations Manual Issue Date: / / 20_
2. During the work placement efforts, the employee
shall be appointed to the first suitable vacancy that
occurs;
3. If the employee accepts a position in a lower pay
grade than the pre-injury position, the employee's
pay must be adjusted, as appropriate within the
range of the lower pay grade.
4. If a position is not available that is suitable to the
employee's capacity, the employee shall continue
on workers' compensation leave until work
placement or separation.
5. Work placement efforts may be in the form of
referral to internal vacancies, other state or
municipal government vacancy listings, third parry
reemployment services, vocational rehabilitation,
etc.
6. Placement efforts do not preclude the separation of
an employee in receipt of workers' compensation
benefits if it is determined that the position that the
employee fill is a "critical" position. Separation
may occur at anytime in accordance with the
Orange County Personnel Ordinance, Article IX -
Separation.
b. Certification Required. Prior to returning to work, a Physician's
Certification will be required to determine an employee's fitness to
return to work.
c. Refusal of Suitable Employment - If an employee who has been
on workers' compensation leave, has reached maximum medical
improvement and is released by the treating physician to return to
work and refuses suitable employment in keeping with the
employee's capacity, the County shall request stop payment of the
workers' compensation benefits and implement dismissal
procedures.
7. Retaliatory Employment Discrimination Act (REDA) GS 95-240 et. seq. -
No employee shall be discriminated or retaliated against because the
employee in good faith filed or threaten to file a workers' compensation
claim.
B. Use of Leave Time by Employee on Worker Compensation Leave
Draft September 4, 2007 Page 4
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Orange County Personnel Rules and Regulations Manual Issue Date: / / 20_
Leave on the Day of Injury - No leave shall be charged to the injured
employee on the day of the injury if the treating physician instructs the
employee not to return to work in either permanent duty or restricted duty.
The employee will be required to present a written statement, upon
request, to the Department Director or supervisor from the treating
physician indicating that the employee is not to return to work in either a
permanent or restricted duty capacity.
2. Additional Leave - If additional leave time is required, after the seven (7)
day waiting period required by G.S. 97-27, the employee must go on
workers' compensation leave and receive the workers' compensation
weekly benefit.
a. An employee may choose one of the waiting period options listed
below: Once and election is made it may not be rescinded during
the duration of the claim:
i. Option 1: Elect to take sick or vacation leave during the
required waiting period and then go on workers'
compensation leave and begin drawing weekly benefits.
ii. Option 2: Elect to go on workers' compensation leave with
no pay for the required waiting period and then begin drawing
weekly benefits.
b. If time lost extends beyond the specified waiting period, the
workers' compensation weekly benefit shall be paid from the date
of disability. If this occurs and the employee elected Option 1
listed above, then no adjustment will be made to the employee
leave balance for those workdays.
3. Use of Partial Leave - In Option 1 or 2 above, after the employee has gone
on workers' compensation leave, the weekly benefit may be supplemented
by use of partial compensatory, sick or vacation leave, earned prior to the
injury. This will be done by calculating the employee's hourly rate of pay
multiplied by 33 1/3 (or 13.33 hours). This will provide a total income
approximately equal to the employee's take-home home or net pay.
Compensatory leave must be exhausted prior to using sick or vacation
leave.
4. Overtime Compensation Leave -Overtime Compensation Leave accrued
prior to the injury may be substituted for sick or vacation leave used
during the waiting period if applied within the timeframe specified under
the Orange County Overtime Compensation Policy.
Draft September 4, 2007 Page 5
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Orange County Personnel Rules and Regulations Manual Issue Date: / / 20_
5. How to Pay Partial Leave - If an employee has earned leave or
compensatory time and chooses to use it while drawing the weekly
benefit, it shall be paid on a temporary payroll at the employee's hourly
rate of pay, subject to state and federal withholding taxes and Social
Security, but not subject to retirement withholdings, the same as other
temporary pay.
6. No Leave Required for Follow Up Medical Visits - An employee who
returns to work and is required to attend medical or therapy appointments
during regularly scheduled work hours to reach maximum medical
improvement is not required to take leave lost from work for required
treatment. Paid time away from work will be limited to reasonable time
for treatment and travel; excess time will be charged as vacation, sick or
leave without pay.
7. Vacation and Sick Leave Credits -While on workers' compensation
leave, the employee shall continue to accumulate vacation and sick leave
to be credited to the employee's account for use upon return to permanent
duty.
8. Leave Paid if Employee Does Not Return - If an employee does not return
to permanent duty from workers' compensation leave, vacation leave
accumulated o~during the first six months of workers' compensation
leave will be exhausted by a lump sum payment, along with any other
unused vacation leave which was on hand at the time of the injury, and not
subsequently used to supplement weekly benefit. The employee will not
receive any compensation for unused petty, personal or sick leave.
9. Health Insurance -While on workers' compensation leave, an employee is
on pay status and shall continue to be covered under the County's health
insurance program in compliance with those guidelines.
a. The County will pay monthly health insurance premiums for the
employee; the employee will be billed directly for dependent care
premiums and must pay the Orange County Finance Department
directly for the cost of the premiums.
b. Employees who use partial vacation or sick leave may elect to pay
for dependant care premiums through payroll deduction. If the
amount of the premium exceeds the amount of pay, then the
employee will be billed for the difference between the payroll
deduction and the cost of the premium by the Finance Department
and the employee must remit the cost of the premium to the
Finance Department.
Draft September 4, 2007 Page 6
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Orange County Personnel Rules and Regulations Manual Issue Date: / / 20_
c. If employee separated prior to remitting payment of the premium,
payment will deducted from any remaining money owed to the
employee.
10. Retirement Service Credit- While on workers' compensation leave an
employee does not receive retirement credit. As a member of the Local
Government Employees Retirement System, an employee may elect to
purchase credits for the period of time on an approved workers'
compensation leave of absence. The employee should request this
information from the Local Government Employees Retirement System.
11. County Service Credit and Pay Status -While on workers' compensation
leave, the employee is in pay status and shall continue to receive total
county service credit.
12. Longevity Pay -While on workers' compensation leave, an employee is
in pay status and will continue to receive longevity credit. Employees who
are eligible for longevity pay shall receive their annual payment.
13. Reinstatement Salary -Upon reinstatement, an employee's salary shall be
computed based on the last salary received by the employee plus any
Board of County Commissioner adjustments or increases to salary to
which the employee is entitled; however, this does not include any
increase for performance. Any performance increase which would have
been given had the employee been at work may be included in the
reinstatement salary if the employee has worked more than six months
within the timeframe for evaluation of performance, or'it may be given on
any payment date following reinstatement.
Draft September 4, 2007 Page 7
/~~~I 3 3a
ersonnel Rules and Re ulations Manual Issue Date: / , 20_ a
Orange County P g _ .-
Overtime Compensation
I. ORDINANCE
In accordance with the provisions of the Fair Labor Standards Act of 1938, as amended
(hereinafter referred to as "FLSA"), and its implementing regulations, any employee, not
exempt, authorized to work in excess of the established forty hour workweek shall be
compensated either with time off or pay for the actual hours worked in excess of the forty hour
workweek at a rate of one and one-half times the hours actually worked or one and one-half
times their regular rate of pay. See Orange County Personnel Ordinance, Article _, Section
_, adopted , 20_.
II. AUTHORITY
The Orange County Personnel Ordinance, Article, Section _ provides that the County
Manager will promulgate any rules or regulations necessary to carry out the provision of this
section of the Personnel Ordinance.
III. RULE
The purpose of this rule is to implement and give effect to Article _, Section _ of the
Orange County Personnel Ordinance. Overtime Compensation. Overtime is neither desired nor
expected on a regular basis. Department Directors shall hold hours worked by employees to the
standard 40-hour workweek, except in cases where a greater number of hours of work are
required because of an unusual, unscheduled, or emergency or necessary activities make it
essential. Department Directors are responsible for the manner in which overtime is authorized,
prohibiting unauthorized overtime and ensuring that all employees are compensated for time
worked within the requirements of the law. The practice of overtime work will be subject to
review by the County Manager. Such review will take into consideration organizational
structure, scheduling of work, position complement, and personnel classifications.
IV. ADMINISTRATIVE RULES AND REGULATIONS
A. Workweek -The standard workweek is forty hours as defined in Article _,
Section _ of the Orange County Personnel Ordinance.
B. Work Time -For purposes of this Article, an employee who in a workweek uses
paid or non paid leave and actually works forty hours or less in a workweek, shall
be paid their regular salary in accordance with established personnel policies.
1. Callbacks = When an employee is called back by a Department Director or
an authorized representative to perform work, the amount of time that the
employee works is considered work time. If actual hours worked do not
equal, at least, two hours; the employee is credited with a minimum of two
hours work time. Travel time to and from the employee's regular place of
Draft May, 4, 2007 Page 1
33
Orange County Personnel Rules and Regulations Manual Issue Date: / _, 20_
work due to a callback is not considered work time. Other travel time due
to a callback may be compensable on a case-by-case basis.
a. Call back pay must be included in calculating an employee's
regular rate of pay for overtime compensation.
b. When an employee who is called back to work, works less than
two hours, the time worked is recorded as the actual time worked;
the amount of time necessary to make up the differences is
considered "paid call back time -not worked" and. is not
considered in calculating overtime.
2. On Call - An employee who is on call and required to remain at or so near
their place of employment such that the employee cannot use their time
effectively for their own personal purposes, then the time spent is
considered work time. If an employee is required to leave word where
he/she can be reached or is required to wear a paging device, but is able to
move or travel freely, the time spent is not considered work time.
3. Training -Required attendance at training sessions, workshops, seminars,
or other meetings is considered work time regardless of whether it occurs
before, during, or after the employee's regular work schedule.
4. Meal Period - When an employee is required or permitted to work during
the meal period, the time is considered work time.
5. Travel Time -Ordinary travel to and from work at scheduled work hours
is not work time. Travel during the work day is generally included in work
time. This includes travel from job site to job site or to meetings. Out-of-
town travel as work time depends on circumstances and will be decided on
a case-by-case basis.
C. Salary -Salary represents an employee's annual predetermined base pay for a
standard workweek. For computing overtime pay, the employee's rate of pay is
the hourly rate of pay. The hourly rate of pay is obtained by dividing the base
annual salary by 2080 hours (52 weeks x 40 hours per week).
The regular hourly rate must include all remuneration for employment paid to, or
on behalf of, the employee, except payments specifically excluded by the FLSA.
Payments that are not excluded and must be included in the hourly rate are: (a)
longevity pay and (b) on-call compensation.
D. Compensation -Employees shall receive regular pay for actual hours worked in a
standard 40-hoax workweek, with the provision that an additional amount equal to
1 i/Z times the employee's regular hourly rate times the number of hours worked in
excess of 40 shall be added to the base pay or; an employee shall be given
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Orange County Personnel Rules and Regulations Manual Issue Date: / _, 20_
"compensatory time off ' on the basis of 1'/2 times the amount of time worked
beyond 40 hours during a workweek. The 40-hour workweek is not pro-rated for
part-time employees. If a 20-hour/week employee works 25 hours one week, the
extra five hours are compensated at the employee's regular rate of pay. Overtime
worked shall be recorded and compensated in units of one-tenth of an hour.
1. Compensatory Time Off -Compensatory time off, in lieu of pay, shall be
granted whenever feasible in accordance with the following provisions:
a. Compensatory Time Off shall be taken within thirty days of date
the overtime is earned.
b. On a case-by-case basis, with the approval of the County Manager,
a Department Director may authorize the accumulation of an
employees' time off (accrued time) beyond thirty days. The
department director must to the Manager that extend the period for
accrued time off would not unduly disrupt the operation of the
Department; however, in no case shall time off accumulate more
than 90 days beyond the time worked.
c. Compensatory time off may be accumulated up to a maximum of
160 hours of straight work time or 240 overtime hours. Any
overtime worked above this amount shall be paid in the
employee's next regular paycheck.
d. Department Directors must assure that the employees are permitted
to take the time off within thirty days of time earned, and time off
should not be denied unless it would unduly disrupt the operation
of the department.
Compensatory time shall be taken before any other leave with or
without pay. (Exception may be made for prospective retirees
who may need to exhaust vacation leave prior to~retirement.)
f. If compensatory time off is not taken by the end of the thirty-day
period, the overtime pay shall be included in the employee's next
regular paycheck. If any extended period of time is granted in
accordance with Section 3.6.1.2 and not taken, then overtime pay
shall be included in the employee's next regular paycheck after the
time for the extension has ended.
2. Paid Compensation -Compensation paid to an employee for overtime
work shall be paid at the regular rate of pay earned by the employee at the
time the employee receives the compensation. Overtime payment shall be
made in accordance with the following guidelines:
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Orange County Personnel Rules and Regulations Manual Issue Date: / _, 20_
a. The Department Director or the authorized representative of the
Department Director must indicate in writing to the Human
Resource Director that an employee's use of compensatory time
off would unduly disrupt the operation of the department and
cannot be granted within the thirty day time period.
b. Funds must be available in the Department's Personnel Services
Account.
c. Department Directors must receive prior approval from the County
Manager before authorizing non-exempt employees to work on the
basis of a cash payment for overtime.
F. Approval Required -Overtime must be pre-approved by the Department Director or
an authorized representative of the Department Director.
1. To be authorized, the work must be of an unusual, unscheduled, or
emergency nature or necessary activities make it essential.
2. An employee who works hours without the permission or contrary to the
instructions of the department head or their supervisor may not be
compensated for overtime hours worked.
3. Unrecorded hours worked during a workweek by an employee at the job
site or at home must be counted as hours worked if the Department
Director or authorized representative knows or has reasons to know of
such practice. The Department Director or authorized representative must
enforce the no-work rule and may not unjustly benefit from work
performed.
G. Record- A record of all overtime work authorized shall be approved by the
Department Director and recorded on the non-exempt employee's time sheet
appropriately. The time sheet must be signed by that employee and certified by
the Department Director. Such record must be preserved by the Human Resource
Department for a period of two complete fiscal years. If the County Manager has
granted pay for overtime, a copy of the time sheet should accompany the
appropriate overtime payment request form, to the Human Resource Department.
H. Separation -Non-exempt employees shall be paid for any unused compensatory time
off at separation at a rate of compensation not less than the average rate received by
the employee during the last three years of the employee's employment, or the final
regular rate received by the employee whichever is higher.
I. Transfer to Exempt Position -When anon-exempt employee is transferred to an
exempt position, any accrued compensatory time is transferable and must be used
prior to using any sick or vacation time. The Department must maintain separate
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balances of compensatory time until the transferred balance is exhausted. Upon
separation, an exempt employee is paid for any remaining compensatory time that
was earned while non-exempt.
J. First Responders - (Sheriff Department Only) Police officers, detectives, deputy
sheriffs, investigators and any other First Responders covered by the FLSA
employees ("first responders") who perform work such as preventing, or detecting
crimes; conducting investigations or inspections for violations of law; performing
surveillance; pursuing, restraining and apprehending suspects; detaining or
supervising suspected and convicted criminals, including those on probation or
parole; interviewing witnesses; interrogating and fingerprinting suspects; preparing
investigative reports; and other similar work are not exempt under Section 13 (a) (1)
of the FLSA regulations and thus are protected by the minimum wage and overtime
provisions of the FLSA.
Any first responder employed in a bona fide executive, administrative or
professional capacity as defined in the FLSA is exempt under this section
of the Ordinance.
2. First Responder Workweek -
a. For schedules requiring a 40-hour workweek, the policies on hours
of work and overtime pay fora 40-hour workweek will apply.
b. For schedules requiring more than 40 hours in a workweek the
following is permissible. The "work period" will consist of 28
consecutive days. In the workweek period of 28 consecutive days
the employee shall receive, for tours of duty, which in the
aggregate exceed 171 hours, compensatory time off or a cash
payment for the overtime hours at a rate of one and one-half times
the hours actually worked or one and one-half times their regular
rate of pay.
3. First Responder Call Backs -Emergency situation may arise in which an
employee is called back to work to avoid significant service disruption,
avoid placing employees or the public in unsafe situations, protect and/or
provide emergency services to property or equipment; or to respond to
emergencies. An employee who is called back to the work site may
receive compensation in the form of compensatory time off or premium
pay at a rate equal to one and one-half times their regular rate for every
hour worked on call back time. The on-call rate of pay shall be based on
the hourly rate applicable to that position. Premium pay will be received
in the employees next regular pay period.
4. if a first responder under these provisions has a positive balance of earned.
compensatory time off and is promoted to an exempt position, the
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accumulation of earned compensatory time off must be paid in cash before
the employee goes into the exempt position.
5. A first responder cannot accumulate more than 320 straight time hours or
480 hours of compensatory time. Any overtime earned in excess of 320
hours must be paid in cash as earned. If compensatory time off is used, it
shall be taken within twelve months from the date earned. If
compensatory time off is not taken by the end of the twelve-month period,
it shall be paid in the employee's next regular paycheck.
6. Employees engaged in first responder activities may also engage in some
non-first responder work as an incident to or in conjunction with their first
responder activities. The performance of such work will not cause the
employee to lose first responder status unless such work exceeds twenty
percent of the total hours worked by that employee during the workweek
or the applicable work period. A person who spends more than twenty
percent of his working time in non-first responder activities shall not be
considered as being engaged in first responder activities for coverage
under this subsection of policy.
K. Occasional or Sporadic Employment - An employee, "employed" by a County
Department may, solely, at their option request advance review and approval of the
County Manager to work part-time occasionally or sporadically in a different County
Department. If approved to work part-time occasionally or sporadically in another
County Department in a significantly different capacity from their regular
employment, the hours worked in the different jobs shall not be combined for the
purpose of determiriing overtime compensation under this policy.
L. Volunteer - An employee who volunteers hours of service to the County, provided
that "such service is not of the same type of service which the individual is employed
to perform with the County, hours of service will not considered time worked for
~~
overtime compensation. The phrase "same type of services means similar or
identical services. An example of an employee who could volunteer - an employee of
EMS who volunteers to work as a referee for the Department of Parks and
Recreation. An employee may volunteer hours of service that are of the same type of
service that they perform for the County to another governmental entity, agency, or a
for- or non-profit entity and those hours of service would not constitute work time for
the purposed of overtime compensation. Volunteer service must be the employees'
own free will, with no pressure or coercion, either directly or indirectly, from their
department- director or supervisor.
M. Substitution -Two persons employed by the same Department may agree, solely at
their option and with the approval of the Department Director or authorized
representative, to substitute for one another during scheduled work hours in
performance of work in the same capacity. The hours worked in a substituting
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capacity shall be excluded from the calculation of hours for which the substituting
employee is entitled to overtime compensation under this policy.
N. Fluctuating Workweek - A salaried non-exempt employee whose hours worked in a
workweek vary from week to week, may be paid pursuant to an understanding that
the employee will receive a fixed amount as straight time pay for whatever hours the
employee are called upon to work in a workweek. The employee will be compensated
for all hours worked over 40 in a workweek at a rate not less than one-half their
regular hourly rate of pay. To use the alternative method of calculation for overtime
pay all of the following conditions must be met.
1. An employee's hours must fluctuate from week to week;
2. The employee must receive a fixed weekly salary that remains the same
regardless of the number of hours that the employee works during the
week;
3. The fixed amount must be sufficient to provide compensation at a regular
rate not less than the legal minimum wage;
4. The employer and the employee must have a clear, mutual understanding
that the employer will pay the employee the fixed weekly salary regardless
of the hours worked; and
5. The employee must receive a fifty percent overtime premium in addition
to the fixed weekly salary for all hours that the employee works in excess
of forty during that week.
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Proposed Personnel Ordinance Review Timetable
Manager Department BOCC BOCG
Head Work Session Meetin
Table of Contents
I. Personnel Organization October November 1 November 13
VI. Position November December 6 January 29
(Classification)
V. Pay Plan November December 6 January 29
Sala Administration
II. Recruitment and December January February 12
Employment
IV. Employee Benefits December January February 12
and Awards
(Leave) December January February 12
III. Conditions of
Employment (Workplace January February March 11
Environment and Health
VII. Employee January February March 11
Evaluation (Performance
Mana ement
IX. Separation and February March April 8
Disciplinary Action
Se aration
VIII. Appeal and February March April 8
Grievance (Discipline,
Grievance and A eal
Employee Records February March April 8